Administrative Assistant

Postgraduate-Center-For-Mental-Heal; New York (NY); On-site; USD 38,000 - 52,000; Full time

Job summary

Postgraduate Center for Mental Health seeks an administrative assistant to support the Program Director and staff in a residential setting. Responsibilities include answering calls, signing in residents and vendors, and handling correspondence with tenants and vendors.

You will maintain records, process invoices, update data in OMH CAIRS, and assist with special projects while ensuring confidentiality and adherence to policies. This role requires strong organization and communication skills.

Qualifications

• High School Diploma or equivalent required; secretarial or admin training preferred.
• Minimum two years of office experience, preferably in an administrative assistant capacity.
• Proficient in Microsoft Office; typing speed 35 WPM or higher.

Responsibilities

• Answer and screen telephone calls, direct callers, and take messages.
• Greet residents and visitors; verify identification and sign-in on logs.
• Maintain inventory and order general office and maintenance supplies.
• Process invoices in Microix and manage petty cash/per diem records.
• Update residential data and draft correspondence to tenants (arrears/leases).
• Enter data into OMH CAIRS database monthly and support staff as needed.
• Report crises/incidents to clinical staff and document in program logs.
• Attend residential staff meetings and follow policies in manuals.

Skills

Customer service

Interpersonal skills

Oral and written communication

Typing 35 WPM

Detail oriented

Organized

Basic math

Time management

Teamwork

Education

High school diploma

Administrative training

Tools

Microsoft Office

OMH CAIRS

Microix

Job description

JOB SCOPE:Will provide administrative support to the Program Director, other staff members, and Residents, as needed to support the operations of the residence.ESSENTIAL FUNCTIONS:Answers and screens telephone calls, directs callers, and takes messages.Answers general inquiries from residents and provides direction and assistance as needed.Ensure all resident visitors provide identification and sign in the Visitor Log.Ensures all vendors provide identification and sign in and out of the Vendor Log.Assists in obtaining bids with vendors.Responsible for maintaining an inventory of and ordering general office and maintenance supplies.Maintains accurate general and financial records for the residence (e.g., per diem usage information, petty cash, purchase order/requisitions, processing invoices in Microix)Performs general data entry duties (e.g. per diem/staff scheduling, residential roster move-in/outs)Updates residential data (e.g. PNA schedule, monthly statements, arrears reports)Drafts correspondence to tenants and distributes (e.g. arrears letters, LIHTC letters, lease violation letters.)Assist in the upkeep of administrative binders/logs for residenceScans and uploads LIHTC documentation, where applicable.Enters Rehabilitative and Tenancy Support Services data in OMH CAIRS database on a monthly basis, where applicable.Provides linkage with community resources for clients and staff.Performs duties and assists with special projects as assigned by the Program DirectorReport crises, untoward incidents, and emergencies immediately to the clinical staff on call and document such events in the program log, and on appropriate forms in a timely manner.Participate in residential staff meetings.Handles confidential information in accordance with Federal and New York State law and regulations.Adhere to personnel and residential policies and procedures as outlined in the PCMH Personnel Policies and Procedures Manual and the Residential Policies and Procedures Manual.Performs other duties, consistent with the goals and objectives of the program, as assigned by the Program Director or Regional Director for Residential Services.KNOWLEDGE:Microsoft OfficeFoothold AWARDSCPR/First AidSKILLS AND ABILITIES:Strong customer services skillsExcellent interpersonal skills and ability to relate to staff and residents.Strong oral and written communication skillsMinimum typing speed of 35 words per minuteDetail orientedWell organizedBasic math skillsAbility to effectively manage timeAbility to work effectively with othersEDUCATION AND EXPERIENCE:High School Diploma or equivalent is required.Secretarial and/or office administrative training is preferred.Minimum two years office experience, preferably in a secretarial or administrative assistant capacity.